business writing level 1

Phoenix Consultants Training 1

Sharpen Your Business Sharpen Your Business Writing Skills Writing Skills

Instructor: Ron Macklin

Session One


Instructor QualificationsInstructor Qualifications

Technical Writer/Illustrator Published Author (2 books & 125 articles ) Sound-View Summaries (3 years) Director, Visual Communications & Distribution

Services (Motorola, Inc.) Communications Consultant to Motorola, IBM,

Xerox, Weyco, Boeing, City of Los Angeles, City of Scottsdale, Mayo Clinic, Pennzoil, Sun Kist Growers, Giant Foods and many others.


IntroductionsIntroductions

Please tell us a little about yourself and your employer………


George Orwell said,George Orwell said,

“Good writing is like a windowpane.”


How do you feel about How do you feel about writing?writing?

Do you write just enough to hate it or do you write enough to really like doing it?


RememberRemember

It doesn’t matter how your writing starts out; what matters is how it ends up.


Remember This When Remember This When WritingWriting

50% of the U.S. population reads below an 8th grade level and about 90 million adults are functionally illiterate

Because of this problem, U.S. companies lose $60 billion annually in lost productivity


Your Reason for Your Reason for Attending?Attending?

Have two questions for each of you….

What motivated you to take this class?

What would you like to take away?

Please, don’t be bashful……


FactFactOver 60 million people, in this country, write as part of their jobs


What we are What we are NOTNOT going to going to do in this class…..do in this class…..

Teach Rocket Science or Brain SurgeryEmbarrass anyone.Ask you do do anything you cannot do.Send you away without something you can

use everyday.


We are going to build We are going to build on…..on…..

What you’ve already learned in other writing classes

Your life experienceYour considerable ability to adjust your

thinkingYour established style of writing at this

moment in time


What you learn todayWhat you learn today

You will put to use tomorrowYou will adjust to any topicWill help you write in a way that anyone

can understandWill help you deliver information to readers

in a manner adapted to their needs, level of understanding, and background


Take a Look at some Take a Look at some Materials Available to Materials Available to

You……You…… The Elements of Style

The Elements of Grammar

The Elements of Editing

Can order on Amazon.Com or buy at Barnes and Noble


What we What we ARE ARE going to do in going to do in this class…..this class…..

Teach you to identify, evaluate and organize pertinent information.

Teach you to write like you speak.Teach you to assemble pertinent data into

meaningful communication.Teach you to have confidence in your

ability to communicate difficult concepts and ideas.


In Other Words……In Other Words……

We are going to use SKILLS, not FRILLS!


The Skills Needed to….The Skills Needed to….

Write energized documents that have the desired impact on your readers

Provide the strategy and resources to write clear, accurate, and logical documents

Show respect for your readerTo write with a positive attitude, not

with arrogance


Some Interesting FactsSome Interesting Facts

Most of us spend 14% of our business day writing

20% of our message content is misunderstood by the receiver

20% of what we write shouldn’t have been written at all

We should write to express, not to impress


John Dryden said,John Dryden said,

“Learn to write well, or not to write at all.”

English Poet (1631-1700)


A Formula for SuccessA Formula for Success

E x Kh = R

Energy times Know -How equals Results


A Good Place to Begin…A Good Place to Begin…

In any class that requires one to arrange and evaluate information…(Outlining)

We like to start with a sure-fire, easy-to-remember, way of doing that…

It is a useful and easy to remember analogy…..(for those of you who play cards)


Poker Chip AnalogyPoker Chip Analogy

During this Class please think in values…(A simple form of outlining)

Blue Chips Red Chips White Chips


BLUEBLUE CHIPSCHIPSThe Blue Chip ideas are of the highest in

value they will represent…..

MAJOR POINTS OR IDEAS

Usually the first sentence in every paragraph


RED RED CHIPSCHIPSThe Red Chips are Secondary in value they will

represent……

SUBORDINATE POINTS OR IDEAS

Sentences directly supporting the main thought in the first sentence


WHITE CHIPSWHITE CHIPS

The White Chips are Tertiary in value they will represent……

Reinforcing Points or Ideas

Additional sentences reinforcing the main and subordinate thoughts


IN ALL YOUR IN ALL YOUR COMMUNICATIONCOMMUNICATION

Categorize the material to be presented in these values:

BLUE, Major points

RED, Subordinate points

WHITE, Supporting points


EXAMPLE IN EXAMPLE IN COMMUNICATIONCOMMUNICATION

When communicating we must deal with

PEOPLE

THIS WILL BE OUR BLUE CHIP


BLUEBLUE CHIP is When CHIP is When communicating we must communicating we must

deal with PEOPLEdeal with PEOPLESUBORDINATE IDEASWhen dealing with people there are two basic steps

to be used:Step 1 is to Ask the Three People Questions.Step 2 is to Use Motivators.

THESE TWO BASIC STEPS ARE RED CHIPS


REDRED CHIPS are The two CHIPS are The two basic steps to be usedbasic steps to be used

SUPPORTING MATERIAL

In step One, The Three People Questions are:

1. What is your purpose?

2. Who is involved?

3. What do they want?

THESE POINTS ARE WHITE CHIPS


WHITEWHITE CHIPS CONTINUED CHIPS CONTINUED

ADDITIONAL SUPPORTING MATERIALIn step Two, The Motivators are:Catch and Hold Their AttentionShow Them the Way

THESE POINTS ARE WHITE CHIPS


ReviewReviewBlue Chip = Main thought. First sentence in

paragraphRed Chip = Sentences supporting the main

thought or sentenceWhite Chip = Additional reinforcing

sentences needed in the development of the main thought

All these make up a paragraph


Remember The Poker Remember The Poker ChipsChips

They will serve you well in your efforts to evaluate the data used to communicate with other people; whether you are writing or speaking.


The Principles of Business The Principles of Business WritingWriting

Organizing IdeasEvaluate and Organize DataGenerating Content

Organizing and Presenting Data to fit the Needs of Your Audience


What’s involved?What’s involved? Thinking logically (creating a ‘block’ of ideas) Turning the ‘block’ into a document Being clear, concise, & understandable in a way

that’s appropriate for a specific audience Reviewing Written Communications and their

formats to ensure accuracy Creating a Rapport with Words & Phrases

(clarity and precision) Developing the ability to “translate” information

for non-specialists


What’s involved What’s involved (continued)(continued)

Define unfamiliar termsAvoid jargon and acronyms (where

possible)Use the proper voice in writingBe as specific and simple as possibleUse present tense most of the timeCondense, condense, condense


What is involved (continued)What is involved (continued)

Use past tense only to describe things already done

Be quantitative (avoid using “a lot”, “very”, “much”, and “significantly”


Have Clarity & Precision Have Clarity & Precision When Writing:When Writing:

DefinitionsDescriptionsNarrativesInstructionsProceduresLettersE-mail


What is a Definition?What is a Definition?

Explanations or MeaningsAn act of DeterminingStatement Expressing the Essential Nature

of SomethingDescribing, Explaining, or Making Definite

& Clear


What is a Description?What is a Description?

To Give a Mental Image of Something Experienced

A Descriptive Statement or AccountDescription means the presentation of

physical, quantifiable details about some object (those you can count or measure)


Physical Details Include:Physical Details Include:

Color, Shape, Size, Texture, Materials of construction, Ingredients, Weight, Height, Width, Depth, and so on

The best way to present this physical, quantifiable detail is the Part-by-Part Approach


What is a Narrative?What is a Narrative?

A StorySomething That is Narrated


What are Instructions?What are Instructions?

A PreceptA Direction Calling for ComplianceAn Outline or Manual of Technical

ProcedureDirectionsThe Action, Practice, or Profession of

Teaching


What is a Procedure?What is a Procedure?

A Particular Way of Accomplishing Something or of Acting

A ProtocolA Series of Steps Followed in a

Regular Definite Order


What is a Business Letter?What is a Business Letter?

Simply stated, “A Business Letter is a written message.”

Its purpose is to communicate with or for an institution or company

Or to establish a record of some transaction


What is a Business E-Mail?What is a Business E-Mail?

An electronic Letter or MemoThey should be written with as much

concern as a business letterThey should reflect good Grammar and

Spelling They are a reflection of your ability and

attention to detail


What’s Good and What’s What’s Good and What’s Bad?Bad?

Good or Bad?The manager and myself conducted the meeting.

Bad!

Should be: My manager and I conducted the meeting. Or, My manager and I myself conducted the

meeting.



Good or Bad?Between you and I, the profitability looks good.

Bad!

Should be:

Between you and me, the profitability looks good.



Good or Bad?All employee’s raises will be announced at the end

of the month.

Bad! (Incorrect)

Should be: All employees’ raises will be announced at the end

of the month.



Good or Bad?The company will lose some of its work force this

year and will conduct meetings to discuss retirement. This is due to normal attrition.

Bad! (Incorrect)

Second sentence should be: The loss of employees is due to normal attrition.



Good or Bad?The procedures manual is written in a

passive style.

Good!



Good or Bad?Everybody is entitled to their own opinion.

Bad!Should be:

Everybody is entitled to his or her own opinion. Or, All persons are entitled to their own opinions.


Let’s talk about….Let’s talk about….

Brevity and Conciseness

(Review Manual)


I Have a Question for I Have a Question for You…..You…..

Can you tell me the shortest complete sentence in the English Language?

“GO”


Another Question for Another Question for You….You….

What three parts make up every presentation written or otherwise?

1. Introduction

2. Body

3. Conclusion


Another Question for Another Question for You….You….

Is it permissible to use other people’s ideas in your writing?

Think about it….

Yes! If you give them appropriate credit


John Burke saidJohn Burke said

“If you steal from one author, it’s plagiarism. If you steal from two, it’s research.”


What is Plagiarism?What is Plagiarism?

Plagiarism is defined in the Ohio University Student Handbook as “presenting the ideas or writing of someone else as one’s own”.

It’s a form of theft and could be punishable by law


Let’s Move on to a more Let’s Move on to a more pleasant subject………pleasant subject………


An Example of Clarity in An Example of Clarity in Writing……..Writing……..

Which would you prefer? This:

Objective consideration of contemporary phenomena compels the conclusion that success or failure in competitive activities exhibits no tendency to be commensurate with innate capacity, but that a considerable element of the unpredictable must inevitably be taken into account.

(George Orwell’s translation into bureaucratic fuzz)


Or This:Or This:

I returned to see under the Sun that the swift do not have the race, nor the mighty ones the battle, nor do the wise also have the food, nor the understanding ones also have the riches, nor do even those having knowledge have the favor; because time and unforseen occurance befall them all.

(The actual scripture at Ecclesiastes 9:11)


Or What about this……Or What about this……

It doesn’t matter if you’re fast, mighty, rich, or smart, we’re all victims of time and chance.


SOME OTHERSOME OTHER EXAMPLES………EXAMPLES………


Check This Out……Check This Out……

This unequivocal expostulation stated herein is an extremity on my behalf, warranted by an incessant lackadaisical attitude on the part of a specific second party herewith being addressed, concerning the issue of insufficient, irregular, erratic, and unresponsive correspondence extenuatingly condoned on the part of the same aforementioned party.


In Brief…..In Brief…..

Write


Clarity in Writing…..Clarity in Writing…..

Will help to get your document read


Different Words have Different Words have Different MeaningsDifferent Meanings

Strike To a baseball player……..



Strike To a fisherman…….



Strike To a union worker……



Strike To a bowler…….



Strike To a miner……..


Let’s Go Let’s Go Further……..Further……..

Using the principles we have covered so far

Let’s get a little more detailed


Let’s Get a Little More Let’s Get a Little More InvolvedInvolved

Do another exercise with a little more detail than the previous two


Aristotle said this:Aristotle said this:

“We are what we repeatedly do. Excellence then, is not an act, but a

habit.”

business writing level 1

Documents